TENDER DOCUMENT

NAME OF WORK:
TENDER FORM FOR PROVIDING
SANITATION/HOUSEKEEPING SERVICES

NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad -500101

 NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad - 500101

TENDER FORM FOR PROVIDING SANITATION/HOUSEKEEPING IN

THE ENTIRE CAMPUS INCLUDING IIT, BOYS & GIRLS HOSTELS
AND GUEST HOUSE

Terms & Conditions

(i). A registered company firm or agency having experience of at least five years in
Sanitation/ Housekeeping having minimum annual turnover of Rs.18,00,000/-
during the preceding three financial years ending 31st March , 2017 and
experience of under taking at least three independent completed similar type of
work projects in Housekeeping services worth Rs. 15 lacs each in Government/ Semi
Government Organisation.

(ii) The Tenderer should be registered with the Competent Authority and should
have PAN/TAN number, Sale Tax/Service Tax registration.

(iii) The Tenderer shall have well established office.

(iv) The Tenderer should have 5 years’ experience in House Keeping/ Sanitations
services in Govt. Deptt, Semi-Govt and education institutions of any Govt

(v) The Tenderer should not have been blacklisted by any Govt., Semi-Govt.,
Deptt. or any other organization.

(vi) The Tenderer must submit duly filled Tender form specified in Annexure I of
this document.

(vii) Certificate of registration, MOU in case of partnership firm, article of

association etc shall be attached.

(viii) The Tender form shall be accompanied by the documents mentioned in

checklist specified in Annexure II of this document.

(ix) The Tenderer without the qualifications as mentioned at Sl. No.1 to 7 above
and Tender without all the documents mentioned at Sl. No.8 above, shall be
rejected. Tenders incomplete in any form are liable to be rejected out rightly.

(x) Tender is liable to be rejected without EMD.

(xi) Every page of Tender document should be signed by the Tenderer.

(xii) In case any person signs the tender/agreement on behalf of a limited company or
firm, letter of authority/resolution passed by the Company/firm empowering
him/her to sign the documents on behalf of company or firm shall be enclosed
in the tender document.
2. SUBMISSION & OPENING OF TENDERS

(i) Tenders should be submitted on specified format supplied by NALSAR

UNIVERSITY OF LAW, Shameerpet, Hyderabad or downloaded from university website
along with Account Payee Demand draft, of any nationalized scheduled bank amounting
to Rs.50,000/- with validity of not less than 3 months beyond the validity period of
tender, drawn in favour of Registrar NALSAR UNIVERSITY OF LAW, Shameerpet,
Hyderabad towards E.M.D. In case the downloaded Tender Document is submitted an
addition demand draft (separate) of
Rs. 1000/- will be required to be attached.

(ii) The E.M.D. of unsuccessful Tenders will be returned after finalization of the
contract. No interest shall be paid on the E.M.D. In case of successful tender,
amount paid as E.M.D. will be adjusted towards performance security deposit and
this amount will not carry any interest.

(iii) No Tenders will be accepted after 03:00 pm dated: 25.05.2017.

(iv) Both the Technical Bid & Financial Bid should be placed in separate sealed
envelopes and both sealed in bigger envelope super-scribing “Tender for
Sanitation/Housekeeping Services”. EMD should be with Technical Bid.

(v) Technical Bid will be opened on 25.05.2017 at 03:30 pm in the office of the Registrar of
University in presence of Tenderers if any and for opening of financial bid date, time, and
venue will be conveyed to technically qualified tenderers by post/telephonically.

(vi) The Registrar, NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad will have full
authority to reject any /all offers without assigning any reasons. Any enquiry after
submission of the tender will not be entertained.

(vii) Before submitting the tender, the Tenderer must ensure that they strictly fulfill all the
eligibility conditions to avoid rejection of their tender.

(viii) The Agency submitting the Tender would be presumed to have considered and
accepted all the terms & conditions of this tender. No enquiry, verbal or written shall
be entertained in respect of acceptance/rejection of tender.

(ix) Tenders should be dropped in the box kept in NALSAR UNIVERSITY OF LAW,
Shameerpet, Hyderabad between 10:00 am to 05:00 pm. No tender will be accepted
after 02:00 pm on 25.05.2017. Tenders received by post shall not be entertained.

(x) Tenderer are advised to carry out survey of the University campuses (at Shameerpet),
before quoting so as to fully acquaint themselves of the conditions on ground.

3. SCOPE OF WORK TO BE EXECUTED BY THE CONTRACTOR

(i) The contractor shall be fully responsible for the Sanitation/Housekeeping services in the
entire University Guest House, Conventional Centre, Academic Block, SAARC Law Building,
All Class Rooms, Seminar Halls, Auditorium, Dining Hall, Stadium and all the roads of the
Campus including parking area including all Boys and Girls Hostels, Centre for Management
studies, Library and NALSAR Proximate Centre, Residential blocks and admn. block at
NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad, 500101 as laid down in the
 tender and the agency shall work under overall supervision and direction of Registrar,
NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad
(ii) The manpower (Male+Female) to be deployed at NALSAR UNIVERSITY OF LAW,
Shameerpet, Hyderabad shall be 28 including one Supervisors at Campus.

(iii) Sweeping, mopping, dusting, cleaning and all other allied works have to be
Completed before 8.30 AM on all working days, Saturdays & Sundays and Holidays. In
case the work is not completed before 8.30 AM on any day, then the same shall not be
considered for payment for that particular day and pro-rata deduction will be made for
that day and damages of Rs.1000/- per day for such delay shall also be imposed on
the Contractor and will be recovered from the Contractor bills. (Some activities such as
garbage removal, insecticide/pesticide application etc. shall be completed in the
evening after office hours (i.e. 6:00 PM onwards), on day-to-day basis. No spillover of
the above work for the next day shall be permitted under any circumstances)

(iv) However, regular cleaning of toilets (including fixtures such as WC’s, urinals,
washbasins etc.) Lobby, Corridors and other areas shall be done continuously during
office hours (at the regular interval as per requirement, usage and instruction given by
the administration department from 9.00 AM to 5.00 PM i.e. during office hours.

(v) The Contracting agency shall make arrangements of providing adequate number
of dustbins as also refill the sanitary cubes, deodorizer, and other consumable like
Air Fresheners, Phenyl, toilet roll, tissue box and liquid soap for hand wash
(in all the attached toilets of Officers, in all toilets and the cost of consumables and
cleaning materials will be borne by the contracting agency.

(vi) Agency shall arrange to spray air fresheners in officer’s rooms, Committee
Room on daily basis and whenever required. The cost of the spray will be borne by
the Agency.

(vii) All materials to be used for cleaning and other consumables (Annexure III), should be
provided by the agency in conformity with the specifications/brand/make of government
approved standards. The samples have to be got approved from the Administration
Department by the Contracting agency.

(viii) The work to be carried out under this tender shall also include arranging of vacuum-
cleaners, scrubbing and polishing machines and equipment’s which are required to be
used during execution of the work. All the machineries used should be appropriate for the
surfaces existing on the Site and in no way damage the surface/fixtures/fittings/furniture
beyond normal wear and tear. In case the agency or its employee damages the surface/
fixtures/ fittings/furniture, the Department will be well within its right to recover the cost of
restoring the damaged area and/or impose a penalty on the agency. The decision of the
Registrar, NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad-500101will be final and
binding on the agency.

(ix) The periodicity with which the job is to be carried out at the site is broadly divided into four
categories namely (A) Daily, (B) Weekly (C) Fortnightly and (D) Monthly.
4. DETAILS OF JOBS TO BE CARRIED OUT TWICE IN A DAY ARE AS UNDER: -

(i) General cleaning (sweeping, mopping, dusting and any other connected work)
of the office rooms, open office halls, conference rooms (Halls), Auditorium,
Library, Admin Building, Academic Building, Boys Hostel 1 to 6, Girls Hostel 1 to
6 reception, corridors, stairs, Air Handling Unit area, space for water coolers &
toilets, parking areas, service area, all roads inside the University and all
unspecified areas/location within the University.

(ii) Removal of garbage from dustbins in plastic bags. Replacing old plastic bags
with new plastic bags. Carrying of garbage in trolley with high quality rubber
wheels. No garbage will be left in the site overnight. The plastic bag for the
dustbins and for carrying the garbage will have to be provided by the agency.

(iii) Removal of waste papers, packing material, plant leaves (waste) and any other garbage
from the entire premises including the staircases, lift areas, open area etc.

(iv) Cleaning of workstations, table tops, chairs, almirahs, frames, panels, railings,
glasses and cabin partitions with approved cleaning material.

(v) Stain removal treatment of entire premises including stairs, area of office
cabins, conference halls, Auditorium, reception, toilets etc. and stain removing of
the furniture and equipment’s.

(vi) Air-freshener spray in conference room (if required), Air Handling Unit, officer’s
rooms once in a day and also on requirement basis as directed by the department.

(vii) Cleaning and dusting of Lab equipment’s, machines, computers, keyboards,

terminals, printers, Photostat machines, filing cabinets, telephones, fax, electric
fans and any other equipment and machine lying on the Site.

(viii) Restocking of toiletries in toilets after intensive daily checking in the morning
and afternoon cleaning and scrubbing of toilets, WC’s, urinals wash basins, floor
area of toilets and cleaning and wet dusting / wiping of mirrors, frames etc. in
toilet with approved material, re-filling liquid soap dispensers (on daily basis
in toilets and requirement basis in officers toilets), re-filling of toilet rolls / tissue
papers etc.

(ix) Cleaning and dusting of planters, paintings, posters, notice-boards etc.

(x) Removal of bird droppings and other dirt’s on the inner walls or on the foot of
doors, ventilators etc. as and when required.

(xi) The biodegradable and non-biodegradable waste shall be segregated and

disposed off by the contracting agency on day-to-day basis and required numbers
of dustbins will have to be provided by the Agency. The agency should follow the
government guidelines/Act in this regard.

(xii) The above mentioned work from (1) to (13) are to be carried out on all days and also
on requirement basis as directed by department, however, two sanitation workers to be
kept on standby at Administrative Block on Public holidays for the upkeep of
Administrative Block and to attend any emergency requirement.
5. DETAILS OF JOBS TO BE CARRIED OUT WEEKLY ARE AS UNDER:

(i) Machine and Hand scrubbing and thorough cleaning/washing of the entire floor
area by using approved cleaning material and dry/wet mopping.

(ii) Dusting of walls, roofs etc. from top downward and removal of cobweb.

(iii) Polishing of brass/copper fixtures.

(iv) Cleaning of windowpanes and partition door.

(v) Cleaning of drinking water coolers area, dust bins, buckets etc. with detergents.

(vi) Weekly cleaning and dusting of Ventilator blinds and brushing of upholstered chairs
and sofas.

(vii) Removal of poster, banners and hoardings inside and outside University covered
in the tender.

6. DETAILS OF JOBS TO BE CARRIED OUT FORTNIGHTLY ARE AS UNDER:

(i) Vacuum cleaning of upholstery of sofas and other upholstered chairs and A.C. grills.

(ii) Cleaning of nameplates and paintings with glass top.

7. DETAILS OF JOBS TO BE CARRIED OUT MONTHLY ARE AS UNDER:

(i) Cleaning of floors by shifting and moving furniture such as sofa, almirahs, tables, roofs etc.

(ii) General cleaning/dusting of panels, posters, paintings, etc.

(iii) Polishing of covered floor area, cleaning of sanitary/water supply fixtures, wall tiles,
etc.

(iv) Removal of cobwebs in back/hidden areas in places like electrical substations,

U.P.S. room, telephone exchange etc.

(v) Removal of weeds from edges of paths/roads, paved-laid area, corners, crevices
in terraces, etc.

8. THE INDICATIVE LIST OF MATERIAL TO BE USED BY THE AGENCY

IS AS UNDER: -

(i) Cleansing agents of standard company for WC’s, urinal pots, etc.

(ii) Detergents of standard company for cleaning wash basin, sinks & other
items. (c) Liquid soap of standard company for scrubbing of floors & wall.

(iii) Anti-bacterial disinfectants of standard company for cleaning toilets, lobby / floors.
(e) Glass cleaning liquid of standard company.
 (iv) Deodorizer of a standard company.

(v) Air-fresheners/Aerosols (eco-friendly) of standard company. (h) Urinal cubes

(standard company

9. WORKING HOURS

(i) The cleaning of toilets (including fixture such as WC’s, urinals, wash basin, etc.)
Lobby, Corridors and other area shall be done continuously and regularly during office
hours as per required usage and instructions given by the deptt. From 9.00
A.M. to 6.00 P.M.

10. PERFORMANCE EVALUATION:

(i) The performance evaluation of the Sanitation services shall be carried out by the
Department/University regularly (daily, weekly, fortnightly or monthly basis depending upon
the discretion of the department). The agency shall submit daily action plans/reports to the
Department/Schools (for each floor including open areas).

(ii) The University shall rate the quality/performance of Sanitation/housekeeping

agency/tenderer and the tenderer/agency is obliged to perform to the entire
satisfaction of the department.

(iii) The floor wise (including open area) rating for the following activities/work (indicative
list only) will be evaluated.
(a) General cleanliness of walls and ceilings.
(b) General cleanliness of Toilets
(c) General cleanliness of Window glasses
(d) General cleanliness of furniture/ sofa/curtains
(e) General cleanliness of WC/ Urinals
(f) General cleanliness of doors/windows
(g) General cleaning of workstations, tabletops, and office equipments.
(h) General cleaning of almirahs and racks.
(i) General cleaning of partition doors, paneling etc.
(j) Cleaning of Planters.
(k) Maintenance of corridors.
(l) Maintenance of open spaces.
(m) Control of Pests (cockroaches, rodents etc.).
(n) Any other activity/work identified specified by the department from time to time
as per-requirement

11. The University reserves the right to satisfy itself about the quality of the Housekeeping
services provided by the tenderer. In the event the agency does not achieve the level
of satisfactory performance, the tenderer/agency is liable to be penalized by deduction
in his payment between 5% and 50% depending upon the level and duration of the
continued dissatisfaction. The decision of the Department/ University will be final in
this regard.

12. TENDER FORM, EARNEST MONEY AND SECURITY DEPOSIT

 (i) Tenderer will submit the tender form for Sanitation/Housekeeping services in the
University along with Earnest Money Deposit amounting to Rs.50,000/- to be paid in
the form of Bank Draft of any nationalized scheduled bank in favour of NALSAR
University, Shameerpet, Hyderabad. In no case, cheque and/or cash will be accepted.
The tender will not be accepted if it is not accompanied by Earnest Money Deposit
as earlier explained.
(ii) The Earnest Money Deposit shall be adjusted towards Performance Security
Deposit of the Successful Bidder. The University shall not pay interest on earnest
money or performance security deposit.

(iii) Total performance security deposit will be 10% of the total value of the contract
per annum of the qualifying Tender.

(iv) If the amount of 10% of the contract exceeds Rs. 50,000/- the balance amount
must be deposited by the qualifying tenderer before of the award of contract
in the form of D.D. in favour of Registrar NALSAR University, Shameerpet,
Hyderabad

14. The tenderer should submit the duly filled and signed Tender Form along with the following
documents. In case the tenderer is found to have not fulfilled any/all of the following
requirements, the entire bid is liable to be rejected without assigning any reason thereof. All
the documents pertaining to the Firm/Company submitted by the tenderer should bear the
same Name and Address as recorded in the Tender Form. In case of any variation, it should
be specifically clarified as to whether the changes have been duly notified to the respective
Authority and proof of acceptance by such Authority must be attached with the
respective document submitted by the tenderer

(i) Earnest money deposit of Rs.50,000/-.

(ii) Original notice inviting tender (to be signed by the tenderer)

(iii) Income Tax Clearance Certificate from the concerned Taxation Authority.

(iv) Original terms and conditions of tender (each page to be signed by the tenderer.

(v) Demand Draft/Pay order for Rs. 1000/- in favour of Registrar, NALSAR University, of
Law, Shameerpet, Hyderabad. (As cost of the tender document, if the same was
downloaded from website). In case Tender Document is purchased by cash, enclose
the cash receipt.

(vi) Valid Registration No. of the Firm (under Shops & Establishment Act) or
registration no. of the company (under Companies Act, 1956), as applicable
(attach attested copy of certificate).

(vii) Valid PAN card of the Company/Firm (attach attested copy of PAN card).

(viii) Valid Provident Fund Account No. of the Firm (attach attested copy of registration).

(ix) Valid ESI No. of the Company/firm (attach attested copy of registration certificate).
 (x) Valid Pest Control License No. In case Pest Control Service is intended to be sub
contracted, sub contractor’s Pest control License Number along with sub
contractor’s acceptance letter to associate with the tenderer to provide service on
site (attach attested copy of License).
(xi) The tenderer should have a minimum annual turnover during the preceding three
st
financial years ending 31 March of 2017, 2016 and 2015 for Rs.15 Lacks in

Housekeeping Services. The details of the turnover for the financial year
indicated above should be produced and verified by submitting the copy of
Chartered Accountant certificate for the corresponding years. The tenderer will
have to furnish the details of the turnover in House Keeping Services, which
should total up to atleast 15 Lakhs for each Financial year, in the following
Format, on the Letter Head of the Tenderer.

Year Name of the Period Amount of Total Payment received

client serviced Contract during the financial year
-
2017
2016

2015

Note: - The columns are indicative only and in case more number of clients are
serviced during Financial Year the same can be accordingly added appropriately.
This information will be verified before award of tender.

(xiii) Balance Sheet and profit loss account for last 5 years ending 31.03.2017 duly
certified by chartered accountant.

(xiv) Tenderer should give the documentary proof of minimum five years experience
(for the last five financial years) in providing Sanitation/House-Keeping Services.
The experience shown should be for providing continuous service for atleast one
year, for each client (piece meal jobs executed will not be counted). This should be
given in the following format and it should be submitted on Letterhead of Tenderer
 S.No. Year Name and Address of the client where the Experience in
Providing House Keeping services is claimed (One year
or more)
1. 2012 - 13
2. 2013 – 14
3. 2014 – 15
4. 2015 – 16
5. 2016 – 17

(xv) In the column meant for experience in housekeeping services, the tenderer should give
the details of clients serviced during mentioned period. Also attach the attested copies
of performance certificate issued by the clients of the tenderer. The minimum qualifying
rating for performance certificate is prescribed as Satisfactory. The tenderers who do
not attach the minimum of satisfactory performance certificate for the above said period
may not be considered and their tender is liable to be rejected. The sample
performance certificate to be attached by the tenderer is given below and it should be
issued by the client of the Tenderer (on client’s letterhead).
 Performance Certificate

It is certified that M/s (tenderer) had provided Sanitation/ Housekeeping Services to our
firm for the premises located at having a built up area
measuring Sq.mt. for the period from (date-to-date). The annual
financial component of the house keeping work contract for the above said work is
Rs. (in words) . The performance of the firm was satisfactory/good/very
good..

Signature of the client (of the tenderer)

With Seal of the client firm of the tenderer

NOTE-The tender committee may also accept performance certificate in other

similar Performa and its decision shall be final.

All the above documents should have the stamp of the Firm or Company; every
document/paper mentioned above should be signed by tenderer on every page.
(Including the performance certificate issued by tenderer’s clients.)
13. FINANCIAL BID:

(i) The tenderer should quote the rate and amount tendered on monthly rate basis in
Rupees [in lump sum for the whole job of Housekeeping in University as defined in
this tender document] in figures and as well as in words separately for
NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad. The rate and
amount of the tender should be inclusive of all applicable charges and taxes etc and
in accordance with the provisions of Minimum Wages Act, Contract Labour Act,
Works Contracts Act and other Statutory provisions like Provident Fund

(ii) The tenderer should take care that the details, rate and amount should be written in
such a way that interpolation is not possible. No overwriting in the Financial Bid will be
allowed and no blanks should be left, such type of tender is liable to be rejected.

(iii) The rates quoted should be in Lump sum/consolidated per month and shall be valid for
the period of tender/contract/agreement including the extended period (if any).

(iv) The Tenderer should quote the amount tendered/financial bid as per Annexure
IV separately for NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad. It
should be given in the letterhead of the company/Firm/Tenderer.

(v) The financial bid should have the stamp of the Firm or Company and signed by
the tenderer on every page.

(vi) The Financial Bid (Annexure IV) shall be enclosed in the same envelope along
with other documents mentioned above, however, financial bid of only those
tenderers will be opened who fulfill all the requirements mentioned in this tender.

14. PERIOD OF TENDERED WORK

The tender will be awarded for a period of one year from the day the selected agency
starts providing the Sanitation/Housekeeping Services in University Campuses.

15. PAYMENT OF BILLS

(i) Bill payment will be made by University within 15 days from the date of submission of
the bill in respect of undisputed bills. The Agency while preferring the
bill for payment will have to certify that the wages (as per Minimum Wages Act and
other Statutory Liabilities) of the employees deployed on site, for the month for
which the bill pertains have been disbursed/deposited. PAN No & TIN No. should
be quoted on the body of the bill. Proof of Payment made for PPF & ESI etc. for
the staff deployed in the University be endorsed with the bill.

(ii) Wherever any over payment comes to the notice of University the same shall
be deducted by University from any sum due or which at any time thereafter
may become due to the agency under this tender/agreement/contract, and
failing that, under any other tender/contract/agreement with University or from
the Performance security deposit of the tenderer.

(iii) University reserves the right to carry out post payment audit and/or technical
examination of the final bill including all supporting vouchers, abstract etc. University
further reserves the right to enforce recovery of any overpayment whenever detected.
 (iv) If as a result of such audit and technical examination, any overpayment is discovered in
respect of any work done by the agency or alleged to have been done by the agency under
the tender/agreement/contract, it shall be recovered by the University from the
agency by any or all the methods prescribed above or through a Court of law
as the situation warrants.

(v) If any underpayment is discovered, the amount shall be duly paid to the
agency by the University as and when pointed out and found justified.

16. NOTICE OF THE UNIVERSITY

Subject to as otherwise provided in this Tender, all notices to be given on behalf of

the University and all other actions to be taken on its behalf may be given or taken by
the Registrar, NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad or any
authorized official by the University.

17. NO LIABILITY OF THE UNIVERSITY

(i) The University shall not provide any residential accommodation to the
Sanitation/ Housekeeping personnel employed by the agency. No cooking or
lodging shall be allowed in the University building for the staff engaged by the
contracting agency.

(ii) The University will be under no obligation to provide employment to any of

the employees of the Housekeeping agency during or after expiry of tender/
agreement/contract period and the University recognizes no Employer-employee
relationship between University and the Sanitation/Housekeeping employees
deployed by the contracting agency.

(iii) The University shall not be responsible financially or otherwise for any injury to the
Housekeeping personnel in the course of performing the Sanitation/Housekeeping
functions as per this tender. This liability shall solely be of the tenderer only.

18. TERMINATION OF TENDER

(i) If the agency at any time makes default in executing housekeeping job with due
diligence and care and continues to do so, and/or the Sanitation/Housekeeping agency
commits default in complying with any of the terms and conditions of tender and does
not remedy it or take effective steps to remedy it, or fails to complete the work as per
the terms and conditions and does not complete them within the period specified in the
notice given to him in writing, the University may without prejudice

to any other right or remedy, which shall have accrued or shall accrue thereafter to the
contracting agency, shall cancel the contract/agreement after one month notice and
security deposit will also liable to be forfeited by the University. University, on such
cancellation, shall have powers to carry out/execute the work through other agencies
by any means at the risk and cost of the contracting agency.

(ii) The University reserves the right to terminate the contract, without assigning any
reason, by giving to the tenderer one month notice of its intention to do so and on the
expiry of the said period of notice, the contract/agreement shall come to an end.
 (iii) If any information furnished by tenderer is found to be incorrect or false at any
time, the tender/contract/agreement is liable to be terminated, after one month’s
notice and the security deposit will also liable to be forfeited by the University.

(iv) In case the agency wants to terminate the tender/contract/agreement, it shall

have to give three months notice in advance to this effect to the University.

19. ARBITRATION

In the event of any dispute arising out of this tender/contract/agreement or in

connection with the interpretation of any clause in the terms and conditions of the
tender/ agreement/contract or otherwise, the matter shall be referred to the
arbitrator appointed by the University. Hyderabad shall have jurisdiction in
connection with any dispute/litigation arising between the parties concerned to
the given Contract/ Agreement.

20. OTHER CONDITIONS OF THE TENDER

(i) The Tender form should be clearly filled in ink legibly or typed and no column
should be blank. No interpolation is permissible.

(ii) Change in the name of the tenderer during the tender process shall not be
allowed under any circumstances.

(iii) Every paper of the tender should be signed by the Tenderer with seal
of Agency/Firm/Company.

(iv) No change in constitution/share holding of the successful tenderer will be allowed

under any circumstances without the prior approval of the University in writing.

(v) The University will deduct Income Tax at Source as applicable from time to time.

21. The Agency submitting the tender would be presumed to have considered and
accepted all the terms and conditions of this tender. No enquiry, verbal or written,
shall be entertained in respect of acceptance/rejection of the tender.

22. The Contracting Agency shall indemnify the University against all other
damages/changes and expenses for which the University is held liable or pays on
account of the negligence of the Agency or his servants or any person under its
control, whether in respect of accident, injury to the person or damages to the
property of any member of the public or any person or in executing the work or
otherwise and against all claims and demands thereof.
23. In case of any person signing the tender/contract/agreement on behalf of limited
Company or Firm, letter of authority/resolution passed by the company/firm
empowering him to sign the tender/agreement/contract on behalf of the company
or firm shall be enclosed with the tender.

24. If any damage/theft is caused to the assets/property/office equipment by Sanitation/

Housekeeping personnel and/or supervisor of the agency or otherwise then the contracting
agency shall bear the cost of repair or replacement or damages as the case may be.

25 . Any person who is in Government Service or an employee of the university should

not be made a partner to the tender by the agency directly or indirectly in any manner
whatsoever.

26. The contracting agency shall not transfer the tender to any other person in any
manner. The agency shall not be permitted to sub-contract the work to any other
person/firm/agency

27. Any other appropriate provisions as advised by the University shall be incorporated
in the agreement to be executed by the contracting agency and the same shall be
binding on both the parties to the ensuing contract/agreement.

28. That the successful tenderer shall, take immediate steps to get a license under
Contract Labour (R&A) Act, 1970 and Hyderabad Works Contract Act of
Government of NCT of Telangana State (Wherever Applicable)

29. The agency shall provide a non-judicial stamp paper of Rs.100/- for preparing a
contract/agreement. The successful tenderer shall enter into a contract/agreement
with the University as per the terms and conditions of the tender within one month
from the issue of letter of acceptance or whenever called upon to do so by the
University whichever is earlier.

30. That the agency shall have to provide any additional personnel for allocating any additional
Sanitation/Housekeeping duty as directed by the University or any authorized officer of the
University in addition to those duties/personnel covered in this tender. The work order shall
be issued for deployment of extra manpower as per contract rate.

31. The contracting agency will have to ensure cleanliness of the site by using the
requisite quantity and quality of materials to the entire satisfaction of the
University. If the University indicates that the cleanliness or Housekeeping
services are not adequately satisfactory on account of insufficient Tools, material
and/or manpower, then additional materials, Tools and/or manpower, as the case
may be, will have to be brought in by the agency without charging any extra cost.

32. The Tools and material to be deployed must be such that it does not cause any
damage to the fittings, fixtures, walls, floor finish and/or other articles lying at the site.

33. The contracting agency shall not employ any person who has not completed
Eighteen years of age and/or above 50 years of age.
34. The contracting agency before execution of the work shall specify the actual number
of workers to be engaged for housekeeping job. The agency shall also employ
th
supervisor(s) having minimum qualification of 12 pass to supervise the job and the
supervisor (s) shall have minimum three years’ experience in the Housekeeping
services in Star category /educational institutions or other similar establishments so
as to maintain the building to the required standard and quality to ensure
workmanship of the requisite specified degree to the entire satisfaction of the
University. He/She must be able to watch and supervise the work and to test and
examine materials to be used. He/She must ensure the maintenance of performance
standards and periodicity of cleaning. The supervisor(s) who should be deployed
round the clock by the agency shall also receive instructions from the University
and/or any authorized officer of the University from time to time for carrying out the
House-Keeping Services at the University.

35. A complete list of the Housekeeping staff, engaged by the agency for
deployment in the site, shall be furnished by the contracting agency to the
department along-with the complete address and other antecedents of the
staff. The agency shall deploy only those staff whose antecedents have been
verified by the Agency. The Agency should give a certificate to that effect to
the department.

36. Each housekeeping services staff engaged by the contracting agency shall
wear the prescribed uniform meant for Housekeeping according to season
(i.e. summer uniform in summer and winter uniform in winter season) and a
badge bearing his name and designation, while on duty. The said uniform and
badge shall be provided and maintained by the contracting agency at its own
cost.

37. University shall be at liberty to direct and to require the contracting agency to
remove from the work, any person employed by the Agency, who in the opinion of
University misconducts himself or is incompetent or negligent in the proper
performance of his/her duties or infirm and invalid/or indulges in unlawful
activities or the like and such person shall not be again employed on the work
without written permission of the University.

38. Water supply for carrying out the work as per this tender shall be given in the
toilets only. The contractor shall be required to make his own arrangements to
carry the water wherever required by means of base pipes, buckets as per
requirement.

39. All the Terms and Conditions contained in these tender documents will be a
part and parcel of the agreement/contract to be executed by the contracting
agency with the University.

40. Once the competent authority accepts the tender, the contracting agency shall
be responsible to provide the Sanitation/Housekeeping services within 10
days from the date of issue of letter of acceptance.

41. Canvassing in connection with the tender is strictly prohibited which may
disqualify the tender. Tender must be unconditional.
42. Tender not conforming to the requirements as per the terms and conditions
will be
rejected and no correspondence shall be entertained in this regard whatsoever.

43. All the intending tenderers are advised to keep a photocopy of the Tender
documents with them for their future reference. All the intending tenderers are
further advised to visit the University Campuses with prior appointment from
Assistant Engineer to understand the nature and volume of work before
participating in the Tender and then quote the rate/amount per month for the
work, because no subsequent request of the tenderer for additional
payment/claim on any account will be entertained by the University under any
circumstances.

44. For any clarification regarding the scope of work and/or any terms and
conditions of tender, the intending tenderer can seek clarification from
Registrar on any working day in person.

45. Attendance report of all the staff deployed at University Campuses shall be
given to Engineering Department, every day.

46. No manpower other than those on duty shall be allowed to stay in the
premises during the specified working hours. The Agency shall be responsible
for the watch and ward not only of his/her stores but also of the fittings and
fixtures in the common areas in the building.

47. All requirements under various statutory laws including relevant Labour Act
must be complied with by the Agency. Any default will be the liability of the
Agency and the Agency shall be liable to reimburse any amount paid by the
University by way of default, interest and penalty. The Agency shall undertake
to furnish all the details as and when asked for by the University. The Agency
will also maintain the relevant records of all payments received by the Agency
and will produce to the satisfaction of the University immediately whenever
asked for.

48. The Agency shall be responsible for the good conduct/behavior and integrity
of its personnel and will also be responsible for any act of omission or
commission on their part.

49. The Agency will be responsible for supply of the garbage bags, for collecting
garbage from core and common areas of the University Campuses and
disposal outside at sites designated by local panchayat for this purpose. The
material so collected will be screened/checked by the Security Personnel.

50. The deduction at the rate of Rs.200.00 per day for the workers and Rs.300.00 per day
for Supervisor will be made for each day of absence of manpower, regardless of the
reason.

51. Weekly performance of the Service Provider will be observed by the

Engineering Department officials entrusted with supervision.

52. Bill shall be submitted at the end of each month (in triplicate) along with
certificates for satisfactory performance from the user sections/officers in
support of having performed the job of cleaning and sweeping in this office
premises. This certificate will be counter signed by the caretaker.
53. The contractor shall abide by and comply with all the relevant laws and
statutory
 requirements covered under Labour Act, Minimum Wages and (Contract Labour
(Regulation & Abolition Act 1970), EPF etc. with regard to the personnel engaged by
him for sanitation works. It will be the responsibility of the contractor to provide details
of manpower deployed by him, in the Department and the Labour department.

54. The contractor shall abide by and comply with all the relevant laws and
statutory requirements covered under various laws such as Labour Act,
Minimum Wages Act, contract Labour (Regulation and abolition) Act, EPF, ESI
and various other Acts as applicable from time to time with regard to the
personnel engaged by the contractor for the Department.

55. The Designated manpower on a given day can also be deployed for other
services like shifting equipments/ furnitures etc. apart from sanitation &
housekeeping services.

56. REJECTION OF TENDER

(i) The entire columns and rows in the Tender format (including Tender form and
Financial Bid) should be filled up. Tender incomplete by any manner is liable to
be rejected without assigning any reason. No interpolation is permissible.

(ii) The Registrar, NALSAR University, Hyderabad reserves the right to reject any
or all tender(s) without assigning any reason thereof.
 Annexure-I

NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad -500101

TECHNICAL BID

Technical Bid should indicate following information along with the self-attested
photocopies of supporting documents:

1. Name of Firm/Agency/Tenderer: ____________________________________________________

2. Registered address: ____________________________________________________

____________________________________________________
____________________________________________________

3. Telephone No. (Landline): ____________________________________________________

4. Fax No.: ____________________________________________________

5. Mobile No.: ____________________________________________________

6. Email Address: ____________________________________________________

7. Name & Address of Branch, if any: ____________________________________________________

____________________________________________________

8. Type of Organization: ____________________________________________________

(whether sole proprietorship/partnership/
Private Limited for Cooperative body etc. attach proof)

9. Name of Proprietor/Partners/Directors______________________________________________
of the Organization/Firm:

10. Pest Control Licence No. ___________________________________________________

11. Details of Earnest money Deposit:

Name of the Bank Draft/Pay Order No. Date Amount

 Page/Appendix
Attached
S.No. Documentary Proof of No
(Yes/No)
(If attached)

i. Proof of incorporation/inception of the

Agency

ii. PF Registration proof

iii. Registration for manpower supply/

License to act as Private Security Agency

iv. ESI Registration proof/ PAN Card

v Income Tax Returns for the last three

years

vi Service Tax registration proof

vii Proof of Registration with the Labour

Commissioner

viii Satisfactory Performance certificate from

at least three organizations where the
Agency has provided sanitary/
housekeeping services having a built up
area measuring _____ sq. mt.

ix. Annual turnover during the preceding

st
three financial years ending 31 March,
2017, 2016 & 2015.

xi Any other relevant information

Name and signature of the Tenderer

of the Firm/Company
 Annexure - II
Check List: -

1. Duly completed tender form. (Annexure–I)

2. Earnest money deposit (Demand Draft of Rs. 50,000/- (Rupees Fifty Thousand Only) in
favour of NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad.
3. Notice Inviting Tender.
4. Terms and Conditions of the Tender duly signed on each page.
5. Demand Draft/Pay order for Rs. 1000/- (Rupees One Hundred Only) in
favour of NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad as cost of the
tender document, if the same was downloaded from website. In case Tender
Document is purchased by cash, enclose the cash receipt.
6. Registration No. of the Firm (under Shops & Establishment Act) or registration no. of the
company (under Companies Act, 1956), as applicable (attach attested copy of certificate).

7. Income Tax Clearance Certificate.

8. PAN Card of Firm/Company (attach attested copy of PAN Card).
9. Provident Fund Account No. of Firm/Company (attach attested copy of certificate).
10. ESI No. of Firm/Company (attach attested copy of certificate).
11. Insect control license No. (attach attested copy of certificate and acceptance letter of
sub-contractor, if applicable, as prescribed at Heading 7.5 (h).
12. The details of the turnover for the year 2007-08, 2008-09 and 2009-10 should be shown
and verified by submitting the copy of Income Tax Returns of respective financial year.
13. The details of the Turnover on the Letter Head of the Tenderer as per the Format at
Heading 7.5 (l).
14. Details of work executed by the tenderer in its letterhead.
15. Copies of Work Orders(s) issued by Tenderer’s clients as per point 15 above.
16. Performance Certificate in sanitation (to be submitted on the letterhead of the
Tenderer) as per pro-forma at Heading 7.5 (o).
17. Performance certificate (attested copies) issued by the clients to the tenderer, (which
should have minimum rating of ‘satisfactory’) for five years.
18. Financial Bid in the letterhead of the Firm /Company (Annexure IV).
• The above documents shall be placed in a single large envelope and it should be
sealed and super-scribed, as “Financial Bid for Sanitation/Housekeeping services at
NALSAR UNIVERSITY OF LAW, Shameerpet, Hyderabad

Signature of the Tenderer

With Seal of the Firm/Company
 Annexure – III

LIST OF CLEANING AGENTS & CONSUMABLES

S.No. Work Name of the Brand

1. Cleaning agents of standard company for WC’s, urinals Phenyle Gaivd, Trishul, etc.
pots etc.

2. Detergents of Standard company for cleaning, wash basin, Nirma, Surf

inks, refrigerator and other items.

3. Liquid Soap of Standard company for scrubbing of floors Fem, Homocol, Dettol, Savlon
& wall

4. Anti-baterial disinfectants of standard company for Cleaning, Lyzol

cleaning toilets, bathroom, kitchen and pantries.

5. Glass cleaning liquid of standard company Colin

6. Deodorizer of a standard company Odonil

7. Air-fresheners / Aerosols (Eco-friendly) of standard Premium, Fresco

Company

8. Urinal cubes (Standard Company) Odonil

9. Polythene Bag Standard Quality / ISI Mark

 ANNEXURE - IV

FINANCIAL BID
FOR

SANITATION/HOUSEKEEPINGSERVICES FOR THE NALSAR UNIVERSITY OF LAW,

Shameerpet, Hyderabad. BOYS & GIRLS HOSTELS

I/We ( ) on behalf of M/s

hereby undertake to carry out entire Sanitation/Housekeeping
work as specified in this tender for:

Sl.
No. Campus Amount (Rs.) per month

Provision of Sanitation / House Keeping services to

entire University Guest House, Conventional Centre,
Academic Block, SAARC Law Building, All Class Rooms,
Seminar Halls, Auditorium, Dining Hall, Stadium and all
the roads of the Campus including parking area including
all Boys and Girls Hostels, Centre for Management
studies, Library and NALSAR Proximate Centre,
Residential blocks and admn. Blockat NALSAR
1. UNIVERSITY OF LAW, Shameerpet, Hyderabad

Total

inclusive of all applicable charges with Service Tax extra as applicable from time to time. This rate/amount
will be valid for the period of tender/contract/agreement from the date of actual start of work and shall also be
valid for the extended period (if any), as per the terms and conditions of the tender. The rate quoted above is
inclusive of all applicable charges, taxes and in accordance with all the statutory
liability/provision/rules/regulations like Minimum Wages Act, Contract labour (R&A) Act 1970, Hyderabad
Work Contracts Act, etc. and provide for Provident Fund, ESI, Bonus, Gratuity, EDLI, Administration charges,
etc.

Signature of the Tenderer

With Seal of the Firm
Witness (I) Witness (II)
Signature ___________________ Signature _______________
Name _______________________ Name _______________________
Address _____________________ Address _____________________
____________________________ ____________________________
____________________________ ____________________________
____________________________ ____________________________